SPE30023R0035.LTC_PID0001.PDF

FFAVORS:

Fresh Fruits and Vegetables Order

Receipt System

Updated 3/1/2020 1

Vendor User Manual

SPE300-24-R-0011

Attachment 4

Table of Contents What is FFAVORS? 3 View/Update 76 FFAVORS Access 4 Delete 82 FFAVORS Login 5 Add New 84 User Agreement & Registration 9 Invoicing 90 Vendor Homepage 13 Invoice 95 Orders 18 Inquiry 115

Accept New Orders 19 Pre-Invoice 122 Previously Accepted Orders 31 Item / Stock Number 126 Orders Summary by Item 37 Reports 131

Catalog 42 Usage Reports 133 Update Items 55 My Profile 142 Add Items 62 Contact FFAVORS Help Desk 146 Delete Items 71 Help 148

News Flash 74 Logout 149

The Fresh Fruit and Vegetable Order/ Receipt System (FFAVORS) is a web application used to order produce through the USDA DOD Fresh Program.

This manual focuses on the transactions and tools available to produce vendors.

What is FFAVORS?

https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors https://www.fns.usda.gov/usda-foods/usda-dod-fresh-fruit-and-vegetable-program

Navigate to this address in the browser:

https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors

FFAVORS Access https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors

FFAVORS Login

Select FFAVORS Login.

Tips:

• Passwords expire every 60 days.

• Avoid saving passwords in the browser.

• Make sure CAPS Lock is not activated to avoid difficulties.

• Enter ‘User ID’.

• Enter ‘Password’.

• Select LOGIN button.

Password: To set a new password, provide the User ID and then the responses to the established security questions. Creating a new password will also unlock an account.

User ID: To retrieve an existing User ID, provide First Name, Last Name, and Email. The User ID(s) will be emailed.

To use the eAuthentication self-service tools to recover login information, click on the appropriate link next to ‘I forgot my User ID | Password.’

Select Reset USDA eAuthentication Password.

This is a shortcut to the eAuthentication password reset tool. Provide the User ID and then the responses to their security questions. Creating a new password will unlock an account.

• The first time a user logs into the system, they will be prompted with ‘Website User Agreement’ and ‘Registration’ screens.

• The new user clicks Yes to agree to the terms of the User Agreement in order to begin managing orders through FFAVORS.

• The user should review all information on the ‘Registration’ screen. If this is correct, select the Register button. If the information needs to be changed, select the Exit button. Please contact the DLA Account Specialist or the FFAVORS Help Desk for assistance.

User Agreement & Registration

Select Yes.

Confirm that the Application User Data appears correct. The user may update the email address, if needed.

If the Vendor Demographics data is incorrect or other changes are required, select Exit and contact the DLA Account Specialist or the FFAVORS Help Desk for assistance.

Once registered, the eAuthentication User ID is linked to the selected FFAVORS profile. Users cannot undo this link.

Contact a DLA representative or the FFAVORS Help Desk to assist with linkage issues between the eAuthentication and

FFAVORS.

Select Register.

Vendor Homepage

Confirm the vendor organization linked to the profile. If this needs to be updated, contact the DLA Account Specialist or the FFAVORS Help Desk for assistance.

Check for important announcements.

What can I do in FFAVORS?

• Accept new orders.

• View previously accepted orders.

• View a summary of orders containing the same product.

• View the current catalog or historic catalogs and update the pending catalog for the next ordering cycle.

• Review or update a product news flash.

What can I do in FFAVORS?

• View and submit invoices for payment.

• View previously submitted invoices.

• View receipt status of delivered orders that are not yet ready for invoicing.

• Look up a product’s Item Code or Stock Number.

• View summary and detailed usage reports.

• Contact the FFAVORS Help Desk.

• View the most up-to-date version of this manual.

To return to the Vendor Homepage from elsewhere in the application, select Home from the menu in the upper right corner of the screen.

Orders

• Vendors must access FFAVORS daily to retrieve customer orders.

• Orders are available three days before the required delivery date (RDD).

• If orders have not been retrieved within two days of the

RDD, FFAVORS will notify the vendor.

• Orders may be viewed, accepted, and printed based on

RDD date and customer/group of customers.

Accept New Orders

From the Vendor Homepage, select the Accept New Orders link under the ‘Get Orders’ menu.

First, select a Contract/BPA from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select the applicable RDD.

Note: Only contracts for which orders are available to be accepted will appear in the drop-down list.

To select a different contract and/or RDD, change the values in the ‘Contract/BPA’ and/or ‘RDD’ fields.

Select at least one customer to continue. To include multiple customer(s) from the list, select more than one by holding the Ctrl or Shift keys or use the Select All button to highlight all of them.

With the customer(s) highlighted, select Generate Report to view the order details.

To leave without accepting and choose a different order, select Another Contract/RDD.

Select Accept Orders to continue with confirmation.

Select OK to confirm acceptance of the new order. Select Cancel to return to the previous screen without accepting.

Note: Orders are not accepted until confirmed.

A screen notification confirms that the order has been accepted successfully.

To view a basic report of order details in tabular format (i.e., for Excel or similar tools), select View Report XLS to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the Report Help document.

To view a detailed and formatted report (i.e., for screen viewing or print), select View Report to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the Report Help document.

To choose a different order, select Another Contract/RDD.

Previously Accepted Orders

From the Vendor Homepage, select the Previously Accepted Orders link under the ‘Get Orders’ menu.

First, select a ‘Contract/BPA’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select the applicable RDD.

Note: Only contracts for which orders are available to view will appear in the drop-down list. Vendors may view previously accepted orders for 7 calendar days after the RDD. After this period, receipts will be available to view in Invoicing.

To select a different contract and/or RDD, change the values in the ‘Contract/BPA’ and/or ‘RDD’ fields.

Select at least one customer to continue. To include multiple customer(s) from the list, select more than one by holding the Ctrl or Shift keys or use the Select All button to highlight all of them.

To view a detailed and formatted report (i.e., for screen viewing or print), select View Report to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the Report Help document.

To view a basic report of order details in tabular format (i.e., for Excel or similar tools), select View Report XLS to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using

Orders Summary by Item

From the Vendor Homepage, select the Orders Summary By Item link under the ‘Get Orders’ menu.

First, select a ‘Contract/BPA’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Orders Summary by Item

Note: Only contracts for which orders are available to view will appear in the drop-down list. Vendors may view previously accepted orders for 7 calendar days after the RDD. After this period, receipts will be available to view in Invoicing.

Select at least one RDD to continue. To include multiple RDD(s) from the list, select more than one by holding the Ctrl or Shift keys or use the Select All button to highlight all of them.

To view the report for the selected RDD(s), select View Report. This will open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using

To view the summary for a different item, select the Item Code from the menu on the left side of the screen.

Catalog

• Effective dates for vendor catalogs run from Sunday to

Saturday.

• Each week, vendors may update catalog prices, add new items, and/or delete items.

• State of Origin is required for all items in the catalog.

• Tribe catalogs may only contain FDPIR Standard Items.

• Price changes are to be completed by the close of business Wednesday.

• New catalogs will be made available to USDA customers to coincide with the day new prices go into effect (Sunday morning).

From the Vendor Homepage, select the Catalog link under the ‘Catalog’ menu.

Choose a ‘Contract’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Select the ‘Effective Date’ for the catalog to be viewed and/or updated.

Current and historic catalogs may be viewed but not modified. Pending may be updated to add or remove items and adjust prices and source information.

The view may be customized using column sort, selection filters, and page advance.

To export or print a copy of this catalog, select View Report. Guidelines for working with the report viewer are available in the Report Help document.

Note: No changes can be made to a historic catalog.

Example 1: Historic Catalog

The catalog for the current week is labeled “CURRENT CATALOG” under the date.

The view may be customized using column sort, selection filters, and page advance.

To export or print a copy of this catalog, select View Report. Guidelines for working with the report viewer are available in the Report Help document.

Note: No changes can be made to the current catalog.

Example 2: Current Catalog

The catalog for the current week is labeled “PENDING CATALOG” under the date.

The view may be customized using column sort, selection filters, and page advance.

To export or print a copy of this catalog, select View Report. Guidelines for working with the report viewer are available in the Report Help document.

Additional tools are available to make updates to the pending catalog.

Example 3: Pending Catalog

To switch to a different page, select a page number in the lower left area under the ITEM CD column. The current page is identified in black.

By default, catalog items are sorted in ascending order by ITEM CD. To change this, select a column header to sort ascending (A-Z, 0-9). Select again to reverse the sort order.

By default ALL catalog items are displayed.

To include only items that meet specified criteria, use the selection tool in the upper right corner.

To use the selection tool, first select a field (column) and a match type. Then, enter text or a value to match. To apply the filter to the catalog, select Search.

Note: LIKE allows matching by partial words or numbers. For example, “berr” will match any description containing berry, berries, etc.

Selection criteria may be combined to further customize the items displayed in the catalog.

To add more selection criteria, select Add Clause.

To remove the clause added, select Remove Clause.

Select Search to apply filter changes to the catalog.

To remove selection criteria and display all items in the catalog, select Clear in the search tool area at the top of the screen or Show All below the catalog listings.

Catalog: Update Items

Reminder: Changes may be made only to the pending catalog.

Vendors must make price changes for the upcoming week before the pending catalog goes into effect on Sunday. If no changes are made, the current week’s prices will remain in effect for the following week.

To adjust the price of an item in the pending catalog, enter a new value for both PRODUCT PRICE and COST PRICE.

Product price is the delivered price, per contract, without the distribution fee. Cost price includes the distribution fee.

To adjust the source for an item in the pending catalog, enter a new value for SOURCE OF SUPPLY, as applicable.

Additional information about locally grown produce is available under the LOCAL link above the catalog.

STATE OF ORIGIN is required for all items. Users may select up to three states per item.

A reference for state and territory abbreviations is available under the STATE ABBREVIATION LOOKUP link above the catalog.

Select Save to apply changes to the pending catalog.

When processed, a notification message at the top of the screen indicates that the updates have been saved to the pending catalog.

The updated item(s) will also show a “Changed” symbol ( ) in the STATUS column and be reflected in the catalog item summary at the bottom of the page.

For comparison, the PREV WK COST PRICE shows the COST PRICE from the previous week’s catalog. If there were no changes, the values in both columns will be the same.

Catalog: Add Items

Reminder: Changes may be made only to the pending catalog.

Items can only be added to the catalog after negotiation with the designated DLA Contracting Officer.

Select Add Items to search for new items to include in the pending catalog.

To add an item, check the box in the SELECT? column.

Then, select Add Items to move the item to the pending catalog. It is possible to select multiple items at a time for deletion.

Tip: It is helpful to use the column sort, selection filter, and page numbers to locate items.

When all new items have been moved to the pending catalog, select Return to Catalog to finish updating.

New items can be located easily by using the selection filter tool or column sorting. Look for items with a status of “New” ( ) or price of $0.00.

Update the PRODUCT PRICE and COST PRICE (as well as SOURCE OF SUPPLY and STATE OF ORIGIN, if applicable) for each item added.

Then, select Save to apply changes to the pending catalog.

Note: The product price and cost price are required for all items, but this information may be temporarily skipped if not readily available. If not entered prior to cutoff time, items without price information will be removed when the catalog is published on Sunday.

The updated item(s) will also show a “New” symbol ( ) in the STATUS column and be reflected in the catalog item summary at the bottom of the page.

When processed, a notification message indicates that the updates have been saved to the pending catalog.

If this is the first time an item has been added to the catalog for this contract, the BASELINE PRODUCT PRICE will automatically be set at the current PRODUCT PRICE.

Reminder: Changes may be made only to the pending catalog.

Catalog: Delete Items

Catalog: Delete Items

To tag an item for deletion, check the box in the DELETE? column.

Then, select Save to update the pending catalog. It is possible to select multiple items at a time for deletion.

Tip: It is helpful to use the column sort, selection filter, and page numbers to locate items.

If some (but not all) items were deleted: A notification message indicates that the updates have been saved to the pending catalog. These items will no longer appear in the catalog, and the ‘Total Items’ in the catalog item summary at the bottom of the page will decrease.

Catalog: Delete Items

If all items were deleted: The notification message will indicate that no pending catalog exists for the upcoming week. Vendors will need to add items to create a new pending catalog.

News Flash

From the Vendor Homepage, select the News Flash link under the ‘Catalog’ menu.

News Flash Example of Customer View of News Flash

A news flash is a message that is viewable by customers for a set period of time. This can be used to communicate information about product availability, price changes, and other news.

News Flash: View/Update

Current news flashes are available for viewing or updating, including ones that have expired or have not yet gone into effect. If there are many news flashes saved, it may be helpful to use column sorting or the search tool to locate them by contract number or date.

To sort: Select the column header. Select the same header again to reverse sort order.

To search: Select the radio button for Contract (default) or Effective Dt. Then, enter a value and select Search. Select Show All to remove the search filter.

Select the contract number to view or update the details for an existing news flash. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

The ‘Effective Date’ is the start date for the news flash. This is set up when the news flash is first created and cannot be changed.

The ‘Expiration Date’ is the end date for the news flash.

This can be changed as needed. Update the date by typing in the text box or choosing a date with the calendar tool.

Dates must be in M/D/Y format.

The text of the news flash message can be updated as needed. Simply type or paste text into the Message box.

Note: Basic formatting such as line breaks is supported.

Different fonts, colors, styles, and other advanced formatting features are not currently available.

Select Save to apply changes to the news flash and return to the previous screen.

Select Cancel to return to the previous screen without making changes.

When processed, a notification message indicates that the updates have been saved. If the expiration date was changed, the new date will appear in the NEWS EXPIRATION DT column.

News Flash: Delete

Select Delete to remove the news flash from FFAVORS entirely.

When prompted to confirm the deletion, select OK to continue and remove the news flash. Select Cancel to exit without deleting.

News Flash: Delete

When processed, a notification message indicates that news flash has been deleted. The total number of news flashes will also be decreased.

News Flash: Add New

If there is no news flash for a contract, a new one can be added. Select Insert to open the dialog.

Select a contract from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

If the wrong contract is chosen, select the trashcan icon to remove the contract from the news flash. Then, return to the ‘Contract’ drop-down list to select a different contract.

Choose an ‘Effective Date’ (start date) and ‘Expiration Date’ (end date) for the news flash. These must be today’s date or in the future. The expiration date can be changed later, if needed.

Select both dates by typing in the text box (M/D/Y format) or choosing a date with the calendar tool.

Enter the text for the news flash message by simply typing or paste text into the ‘Message’ box.

Note: Basic formatting such as line breaks is supported.

Different fonts, colors, styles, and other advanced formatting features are not currently available.

Select Save to keep the news flash and return to the previous screen.

Select Cancel to return to the previous screen without adding a news flash.

When processed, a notification message indicates that the updates have been saved.

Invoicing

• The invoicing system provides a quick and easy way for vendors to submit invoices for payment.

• Invoices are grouped into weekly ordering cycles. It is suggested vendors wait until all calls (days) within a cycle are available before submitting the weekly invoice.

• Pre-Invoice screens provide a preview of receipt status for orders that were delivered within the past week; after the 7th calendar day after the requested delivery date, the order will become available on the Invoice screen.

• Invoices are available for Invoice or Inquiry transactions for 10 months.

• Invoices can no longer be accessed after 10 months have passed from the last call/RDD.

• Customers are required to receipt orders within a week of delivery. If a receipt has yet to be performed, it will appear in the ‘Unavailable’ section on the Invoice screens.

• Vendors should review receipt items and quantities on all invoices prior to submitting.

• Vendors may enter downward adjustments, as applicable. Contact the DLA Account Specialist for increase adjustments or missing items.

• Upon submitting the invoice, FFAVORS sends the invoice to EBS for payment.

From the Vendor Homepage, select the Invoicing link under the ‘Vendor’ menu.

The following navigation options are available in Invoicing:

Select a different call.

Select a different customer destination.

Select a different cycle.

Return to the Invoice/Inquiry/Pre-Invoice selection screen to select a different BPA.

View list of previously submitted Invoices within last 10 months for same BPA.

View list of available Invoices for same BPA.

FFAVORS Web Invoicing allows vendors to:

1) Review/submit an invoice (Invoice).

2) View a previously submitted invoice (Inquiry).

3) Preview the status of recently delivered orders not yet available for invoicing (Pre-Invoice).

Choose an option by selecting the radio button for INVOICE, INQUIRY, or PRE-INVOICE.

Invoice

Note: Only current contracts (BPA #) for which orders may be available to invoice or invoices have been completed will appear in the drop-down list.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select Proceed to continue.

For the selected BPA, orders are displayed in two groups:

Cycles – Available: Orders in this section are available for invoicing.

Cycles – Unavailable: Orders in this section have not yet been accepted by the vendor and/or have not been receipted by the customer.

Vendor invoices are organized by cycle (week) and call (day).

The invoicing status for orders in the ‘Available’ section is indicated by the icon in the left column:

Eligible: Ready to be invoiced.

Pend Adj Exists: Cannot invoice until adjustments are processed overnight.

Invoiced: Invoice has been submitted.

If no orders are available for the Cycles – Available and/or Cycles – Unavailable sections, a message is displayed in place of the list of orders.

For each eligible cycle, compare the value in the RECEIPT AMT column with vendor records. If the value matches, submit the invoice. If there is a discrepancy, review the details for the order.

To review the order details, first select the cycle number that corresponds to the delivery week.

To sort by cycle, cycle range, receipt amount, or invoice number, select the applicable column header.

Next, select a call to view orders for the specified date.

To sort by call, date, or receipt amount, select the applicable column header.

Note: If no invoices exist for a section, a notification message is displayed.

If a customer is missing from this cycle, check the ‘Unavailable’ section or contact the DLA Account Specialist for assistance.

Invoice Next, select a customer to view invoice details by CLIN.

To sort by customer, destination, or receipt amount, select the applicable column header.

To search, select Customer or Destination. Then, enter a value and select Search. Select Show All to remove the search filter.

Review the items and quantities listed for this order. To sort by line item, item code, description, quantity, unit price, amount, reason for change, or corrected amount, select the applicable column header.

To reduce a quantity, enter a value in the CORRECTED QTY field.

Then, select Add Adjustment.

Note: Vendors can enter downward adjustments only.

Contact the DLA Account Specialist for increase adjustments.

A notification message indicates that the adjustment is pending.

Additionally, the REASON FOR QTY CHG for each affected line is changed is changed to Vendor Adjusted, and a new icon appears in the DELETE PEND ADJ column.

Note: If a larger value than the quantity receipted by the customer is entered as a CORRECTED QTY, an error message is displayed.

Contact the DLA Account Specialist for increase adjustments.

Note: The quantity must be greater than or equal to zero. If a blank field or negative number is entered as a CORRECTED QTY, an error message is displayed.

Note: If Add Adjustment is clicked when there were no changes to the quantity receipted by the customer or the same values were entered as CORRECTED QTY, a notification is displayed.

To remove a pending quantity adjustment, click the icon in the DELETE PEND ADJ column.

A notification message indicates that the pending adjustment was removed. Additionally, the REASON FOR QTY CHG for each affected line is restored to its original value, and the icon is removed from the DELETE PEND ADJ column.

Upon returning to the list of available cycles, the status in the first column has changed to “Pend Adj Exists”. Vendors may select the cycle to enter or remove adjustments, but the invoice cannot be submitted as long as there are pending adjustments.

Note: Adjustments will be processed overnight.

For Eligible cycles, if the RECEIPT AMT is correct and no DLA adjustments are needed, enter a value under INVOICE NUMBER. Then, select Submit.

After the invoice has been submitted, key information for the invoice and a summary of the line items for the selected cycle is displayed.

Upon returning to the list of available cycles, the status in the first column has changed to “Invoiced”. The INVOICE NUMBER is no longer editable.

Inquiry

Note: Vendors may view previously invoiced cycles for a period of 10 months.

If no invoices are available for this period, a notification will be displayed.

After 10 months, invoices are no longer available to view through the Inquiry process. It is recommended that each vendor retain a printed copy of invoices for their records.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor

If no invoices are available for the selected BPA, a notification message is displayed.

If there are many invoices listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, choose Number (default) or Cycle, enter a value, and select Search. Select Show All to remove the search filter.

Inquiry

Select an invoice to view details.

Note: Inquiry is a view-only process.

Select a call to view available customers and access invoice details.

If there are many calls listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, enter a call value and select Search. Select Show All to remove the search filter.

Select a customer to view invoice details.

If there are many customers listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, enter a customer or destination value and select Search.

Select Show All to remove the search filter.

When reviewing invoice details, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, select CLIN (default), Item Code, or Description. Then, enter a value and select Search. Select Show All to remove the search filter.

To view a summary by call and destination for the cycle, select Report By Clin/Item in the menu on the left.

Pre-Invoice

Note: Vendors may review status of orders that have been delivered within the previous week.

These orders are not yet available for invoicing.

After the 7th day after date of delivery, these orders will become available under the INVOICE option.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor

To sort by call, delivery date, order count, order amount, or adjusted amount, select the applicable column header.

Pre-Invoice

Select a call to view Pre-invoice details.

Note: Pre-Invoice is a view-only process.

Select a customer to view Pre-invoice details.

To sort by customer, destination, order count, order amount, adjusted amount, or receipt date, select the applicable column header.

If a receipt has been performed by the customer, the Receipt Date will appear along with the Receipt Qty(s); otherwise these fields will be empty. If a difference in quantity was processed, the adjusted invoice amount(s) by line item are shown in the ADJUST AMT column;

otherwise the ADJUST AMT will show 0.

Item / Stock Number

From the Vendor Homepage, select the View – Item / Stock Number link under the ‘Item / Stock Number’ menu.

This opens the master catalog of produce items used by DLA. Vendors cannot modify any data;

however, it may be helpful to review the items available and look up item codes and stock numbers for specific items of interest.

To switch to a different page, select a page number in the lower left area under the ITEM CODE column. The current page is identified in black.

By default, catalog items are sorted in ascending order by ITEM CODE. To change this, select a column header to sort ascending (A-Z, 0-9).

Select again to reverse the sort order.

By default ALL catalog items are displayed. To include only items that meet specified criteria, select Item Code (default), Stock Number, or Description. Then, enter a value and select Search. Select Show All to remove the search filter.

Reports

• Vendors may access several types of reports in

FFAVORS through other processes, including:

– Accept New Orders

– Previously Accepted Orders

– Orders Summary by Item

– Catalog

– Invoicing

• Additionally, vendors may view a Usage Report, which contains either detailed order line item information or a summary of total dollar value based on selected BPA, District, Customer, and date range.

Reports

• To save a copy of a report to their computer, vendors may use the Export function in the Crystal Reports interface.

• Printing may not be available from the Crystal Reports interface; however, vendors may print a copy after the report is exported and saved to the computer.

• Additional guidance for working with the FFAVORS reports is available in a separate document under the Report Help button.

Usage Reports

From the Vendor Homepage, select the Usage Reports link under the ‘Reports’ menu.

Choose a ‘Report Type’:

• Detail – Include details for every line item and order.

• Summary – Show the total value only.

Note: Detail is selected by default.

Choose a ‘Vendor BPA’:

• All BPA’s – Include all BPA’s (and all customers).

• <BPA #> – Show report for a specific BPA. This will also allow selection of a specific district (and customer).

Note: All BPA’s is selected by default. The BPA # list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Choose a ‘District Code’:

• All Districts – Include all districts (and all customers).

• <District Code> – Show report for a specific district. This will also allow selection of a specific customer.

Note: All Districts is selected by default.

Choose a ‘Customer Code’:

• All Customers – Include all customers.

• <Customer Code> – Show report for a specific customer.

Note: All Customers is selected by default.

Choose the date period to include in the report:

• ‘RDD Start Date’ – earliest date to include

• ‘RDD End Date’ – latest date to include

Note: These dates are required.

Select View Report to apply the selected criteria and open the report interface.

To view a help document that explains how to work with the report, select Report Help.

EXAMPLE 1: Usage Report (Detail)

A detail report contains detailed order line item information for each order based on the BPA, District, and Customer selected in the given date range.

EXAMPLE 2: Usage Report (Summary)

A summary report contains one line with the total dollar value, weight, and cases for each BPA, District, and Customer selected in the given date range.

My Profile

From the Vendor Homepage, select the My Profile link under the ‘My Profile’ menu.

You can review and update your own contact information. For other updates or corrections, contact the DLA Account Specialist or the FFAVORS Help Desk.

Note: The E-mail Address is a required field. An error message will be displayed if it is left blank. System notifications and/or responses to the FFAVORS Help Desk inquiries will be directed to the email address on file.

To undo any changes entered in My Profile prior to saving, click Reset.

If no changes are needed or to exit without saving changes, click Cancel to return to the Customer Homepage.

To save changes entered in My Profile, click Save.

After successfully saving, to return to the Vendor Homepage without making further changes, click Cancel or the Home link.

Contact FFAVORS Help Desk

Users may send a message to the FFAVORS support team from nearly any screen. Select the Contact FFAVORS Help Desk link at the bottom of the webpage.

Note: For login issues or if unable to access links, contact

SM.FN.FFAVORS@USDA.GOV.

mailto:SM.FN.FFAVORS@USDA.GOV

Contact FFAVORS Help Desk

Enter any questions or comments in the message block and select Send Email.

Help To view the most current version of this manual select Help from the menu in the upper right corner of the screen.

Logout

To exit FFAVORS, select Logout from the menu in the upper right corner of the screen.

Logout

At the first prompt, select OK to confirm logout.

At the second prompt, select OK to accept the security requirement and close the browser window.